Tracking Policies and Procedures.. Without the Big Bucks

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Program and Project Management > Best Practices > Tracking Policies and Procedures.. Without the Big Bucks

Tracking Policies and Procedures.. Without the Big Bucks
Trudy Soucoup, Manager, United States, Member
Any recommendations on how to track the progress of policies and procedure that are being updated or written... Without using the big dollar programs? We have over 200 policies and procedures that we will be updating for an upcoming accreditation and I need a fool-proof way to keep a handle on where they are in the process.
 

 
Tracking Policies and Procedures ... Processes, Process Indicators and Improvement Journals
ATBA Bouchaib, Technical Studies Service Manager, Morocco, Member
Policies and procedures related to the same activities are often, or should be at least, gathered into processes. In periodical meetings each process is to be controlled / improved. The aim of these meetings is to gather all actors of the enterprise who are involved in the process, so as they can exchange about the current functioning of the process: positive and negatives performances, problems, improvement actions to carry out...
Of course, the meetings proposals are summarized in "improvement journals" which are used, besides the process indicators, to measure the performance / evolution of the process...
 

 
Tracking Policies and Procedures
Elle Billingsley, United States, Member
The team may want to consider to include your legal department in the decision to keep old policies and procedures. There is more than one thought on archiving old policies and procedures from a legal prospective.
 

 
Tracking Policies
john
I think you should have a configuration management process in place in your organization. I think software like Sharepoint may help in this regard.
 

 
Tracking and Versioning on the Cheap
Dennis Legowsky
One of the best and most flexible tools available is MS Sharepoint Server. It is likely your organization already has an implementation in place. The nice thing about the system is it can be simple or complex, your choice. Automatic versioning is available (in both lists and libraries) as well as checkout/checkin and integration with MS Office. Since you are dealing with documents you would use a library (lists are just entries in a list you define) using one of the predefined templates. It is not a document management system (they manage content as well as versioning) instead it is a very organized way to capture and control documents. A solid implementation should be less than 8K$.
 

 
Tracking and Versioning on the Cheap
Earl Schubert, CEO, United States, Member
Low cost method...
1. Utilize ISO QC numbering methodology to place p&p's into "like" groups.
2. By group, develop and implement a master numbering schematic for all documents.
3. Utilize the power of spreadsheet capability to define the current statics of documents (no., description., revision level, eco/ecn outstanding, etc.)
4. Use "swim lane" process to define flow of documentation... Identify process, locus of control, etc.
5. Incorporate process (along with approval responsibility) into progressive columns of spreadsheet.
6. Insert all current status
7. Name responsible party; set deadlines, manage for results.
In all, 200 documents is not a large volume to document and control... Just needs to be organized and managed on a daily basis. Ensure you have Sr. Management backing on this. Without their backing you will never reach your goal... You need corporate teeth and the ability to use them when necessary.
 

     
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